Demonstrates good judgment in making decisions and managing events.
- Develops and implements overall plans of action for events, including but not limited to lecture series, performances, films series, conferences, seminars, art exhibitions, classes, workshops, community gatherings with key constituencies, and meetings (in-person and online). Prepares and submits facility use agreements to internal and external event service providers, including catering, special equipment, photography, decor, orders parking, and security. Serves as departmental liaison with offsite venue staff, service providers, caterers, and other vendors. Maintains and updates approved catering list. Provides onsite management at events. Consults with clients on all details regarding events and event planning, including scheduling and conducting walk-through and in-person
events and rehearsals for virtual engagements. Plans and oversees the set-up, tear down, execution and management of catered events including reviewing vendor deliveries, venue setups, food staging, and overall food and beverage service. Manages and reviews event documents, including contracts, Banquet Event Order (BEO), Catering Event Order (CEO), Certificate of Insurance (COI), and permission to serve (food permit handling form). Submits alcohol permits to Risk Management, when necessary Updates and maintains all event information in EMS (event management software) With input from PDC leadership and facilities manager, the senior event manager will regularly maintain, update, and revise a monthly event staffing calendar on a shared drive. Coordinates and produces webinars and virtual hosted events/meetings. Maintains Zoom webinar license for PDC. Edits and uploads recorded virtual events. Adept with using a variety of different classroom technologies, including the use of laptops PCs, MacBooks, tablets, projectors, screens, desktop cameras as well as integration of zoom and other software platforms for hosting virtual and hybrid meetings.
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40 |
Consults with clients on all details regarding events and event planning.
- The Senior Event Manager regularly checks-in with recurring clients as well as takes the initiative to reach out and cultivate new business.
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10 |
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Marketing, communication and outreach.
Coordinates event marketing and communications. Maintains and updates department and event web pages, electronic calendar entries, social media accounts, and online reservation pages. Responds to all e-mail, telephone, and social media communications in a timely manner. Coordinates the development of invitations and guest lists. Processes guest reservations, prepares RSVP lists, and prints name tags. Responsible for recommending changes to policies and procedures. Represents the university in the community attending both internal and
external events.
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10 |
Plans, organizes, and identifies real and potential event locations and vendors.
- Evaluates potential event venues and advises regarding suitability taking into account size, capacity, pricing, accessibility, availability of parking, catering, security, and other needs.
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5 |
Determines and coordinates staffing needs.
- Provides directions to event staff, including but not limited to staffing plans and timelines. Manages and maintains departmental policies and procedures and ensures staff follows guidelines while performing their daily job duties.
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5 |
Develops and coordinates guest lists.
- Evaluates the guest list information to determine scheduling for additional on-site event help, including custodial staff.
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5 |
Develops and implements event budgets.
- Obtains cost estimates from service providers and vendors to ensure that event
expenditures remain within the approved budget and in compliance with purchasing
policies.
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5 |
Contributes to and participates in long-range unit event planning.
- Assists in developing events department strategies, goals and key performance indicators, tracking and monitoring progress.
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5 |
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Mentors and oversees the work of less experienced events staff.
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5 |
Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
- The Senior Event Manager is responsible for all stages of the event process, from the initial contact with the client through to the successful conclusion of assigned events, which includes planning, organizing, coordinating, and facilitating all events within PDC.
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5 |
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Mentors and/or supervises volunteer or student corps; creates incentive and recognition programs for volunteer and/or student corps.
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5 |
